peopleguru payroll essentials · 2020. 1. 22. · payroll processing prior to beginning the payroll...

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The purpose of this document is to provide the client Guru with the essential steps for processing payroll.

Time EntryThe following is the menu of time entry options. You may use a selection of these options or just one.

Payroll> Time Entry Menu

Time Entry Method Description

Import Time Data Import time, earnings, deductions, and even accrual balance information, from external time and attendance systems.

Auto Payments, Timcards,Time Off Requests and /or Expense Management

When some employees use the Time Off Requests, Timecards (V8), or Expense Management, each payroll, use Process Hours to bring this information and optionally any auto pays into employee payroll entry.

Auto Payments Predefine hours/payment information for employees who work the same hours each pay period or have recurring earnings, such as monthly auto allowance payments, via an assigned Auto Pay Method and/or additional Employee Auto Pays detail records. Then each payroll, create auto pays to generate the corresponding entries in detailed pay entry.

Employee Payroll Entry

Complete employee hours, compensation amounts, and override deductions as needed. Manual checks can be defined and printed for on-demand checks, gross-ups, same-day termination checks, etc.

Complete batch entry of employee hours, compensation amounts, and deductions.

Payroll EssentialsGuide

Step-by-Step: Import Time

Tip: If you are using PeopleGuru Time and Labor Management Version 8, you won't need to complete a Time Import and instead would use Process Hours.

1. First export a file from your separate Time & Labor system. If the layout or process has changed, refer to the time import specs and verify three things:

Verify the time import file's file type is CSV or TXT.Verify the time import file's layout and formatting. Verify that the Pay Codes have been mapped to Earnings Codes and any included deductions have been mapped.

2. Open the Import Time screen.

3. Select the Pay Group, Payroll Calendar, and Check Code. 4. Identify yourself and/or the batch with a 3 character user group code for reference purposes. 5. Also consider the following options:

If shifts are defined in the system with default pay information, select "Create Default Shift Pay".To delete prior imports:

To delete all time upload data for this Payroll Calendar and group, select "Delete Previous Time Upload Data". To just delete the import information for any time import for the same User Group Code, Pay Group, and Payroll Calendar, select "Delete Previous Time by User Group Code".

To apply minimum wage make-up calculations, select the checkbox to "Create Minimum Wage Makeup along with selecting a Min. Wage Earning Code and a Min. Wage Overtime Code.

6. Browse and select the file to upload. 7. Click on Import Time File.

Tip: Time for terminated employees is only included if the employee's Payroll Termination Date is greater

Payroll Essentials


than or equal to the pay period begin date. For the time to be paid during payroll processing, the employee's employment status needs to allow payroll processing.

If the time import's validation process finds issues that require correction, the Time Import Corrections screen opens automatically. You can make changes as needed per page. To save the changes made before going to a different page, click on the Save/Import Time button.

*** After the process is complete, you can make manual adjustments through "Employee Payroll Entry" on the next page.

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Employee Payroll EntryGo to Employee Payroll Entry.

Set your preferences.

Make changes to already imported time or add new time.

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Advanced Pay Entry Tips and TricksFor quick batch defaults, click on the "Defaults" arrow in the header. You can add a new row for everyone, remove all new rows, or show all totals. Per column, you can enter a default value and either: fill all, fill blanks, or undo all row changes that are unsaved. For amounts, you can also add to all or multiply to all.To customize columns, click on the gear to the right of the filters, and click on Customize columns. Add or remove columns, re-arrange them, and then save your preferred layout. If you include Position, the Labor Segment fields won't display, and vice versa.Hover over the "i" icon to see information about the worksite, workers comp selection, and more. Click on the "i" icon to override this information. Save changes as needed.

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Payroll Processing

Prior to beginning the Payroll Wizard please review the following items.

Bank Account AuditAll banking-related changes must be reviewed and signed off on by one of your organization’s designated Bank Account Auditors. The audit covers related changes including new or modified employee direct deposits, ACH Vendor information, and ACH Tax Agency payment information.It is a best practice to have the Bank Account Auditor responsibility separate from the Payroll Processing responsibility. On-screen instructions will have the auditor review the listed banking changes and signoff or correct the banking information using the below screens for sign off.

1. On the Bank Account Audit, optionally select a Pay Group.

Bank Account Audit

2. Review the changes. 3. Correct any changes as needed.

a. For net pay accounts (for employee direct deposits) make any needed changes on Employee Net Pay Details.

b. For vendor accounts, if you do not have access to the Vendor Codes table, contact your payroll provider if corrections are needed.

4. To signoff on the listed changes, click on “Signoff Account Changes”, and click on OK when prompted, “Are you sure you want to approve the listed ACH Changes?”

Pay Run AlertsPay run alerts lists any special alerts that your organization has defined for a date range per employee. These are defined on Employee Payroll Alert records.

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Payroll Wizard 1. Select a payroll to run.

Payrolls are listed by year and month and sorted by check date. For a payroll to be processed through the Payroll Wizard:

The Payroll Calendar must be un-posted.The current date must be enough days prior to the ACH deposit day for employee payments.

2. Gross To Net:

3. Pay Run Reports:

Tip: The Pay Run Reports are based on the "WEBPAYRUN" reports category and can be customized by System Administrators.

Summary of Pay Run Reports Available from the Payroll WizardManual Check Report ─ The Pay Run Manual Check report, PAY00042, displays information for manual checks included in the payroll.

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Pay Run Register Processing Report ─ The Pay Run Register Processing Report, shows the processed pay run amounts, including earnings, deductions, taxes, and net pays.Payroll Verification Report ─ The Payroll Verification Report, PAY00025, shows payroll warning messages, such as employees who are part of the payroll but have no time records entered.Task Warning Message Report ─ The Pay Run Task Warning Message Report, PAY00029, highlights per employee payroll warnings, such as deductions halted due to exceeding the adjusted limit amount.Time Entry Pay Code Report ─ The Time Entry Summary Pay Code Report, PAY00014, groups time entry by pay earnings code.Time Entry Summary Report ─ The Time Entry Summary Report, PAY00010, displays a summary of the time entry information for the selected payroll.

If you find that you need to make changes to a payroll that is in Gross-to-Net status, click on the reset button to return the payroll to entry status.

4. Sign offPayroll Verification Warnings: These include general payroll verification warnings, such as incomplete tax agency setup, and employee payroll verification warnings, such es employees with SUI for multiple work states.

Verification Before Payroll Signoff

Employee Verification Warnings: These include employees with the same bank account in a pay group, no net pays with missing banking information, a missing worksite or labor code or missing key employee master information, such as primary assignment.

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5. Post Payroll.

Post and finalize the payroll run to create employee and vendor payments and create tax liability payments based on your deposit rules. This step will close the current payroll run.

On the authorization panel, by filling out the authorization, you are certifying that you have reviewed the payroll reports and the following are correct and balanced: tax liabilities, net pays, and all payroll information.

To complete signoff and post, select the checkbox for "Yes, I have reviewed the above payroll information for accuracy", and enter your first and Last name as the authorizer, and type in your system password in the Password field. Click on Next.

To continue, click on Yes.

Posting Process

Review the payroll information. To complete signoff and post, select the checkbox for "Yes, I have reviewed the above payroll information for accuracy", and enter your first and Last name as the authorizer, and type in your system password in the Password field. Click on Next.

6. Payroll Reports: Now that the payroll is finalized and posted, a list of Payroll Reports displays. Click on a report's title to view it. You can also view these later.

On-Screen Instructions: Please review the post processing reports.

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Preview and/or print these payroll reports for distribution or filing. Reports depict processing and payment transactions relating to the payroll run processed. All of these reports can be re-printed at any time in the future using the system Report Navigator and Payroll report category.

Payroll Reports from the Payroll Wizard

If you have access to print checks, to print checks, click on the check report: Print Payroll Checks. Don’t mark “Checks as Printed” (unless you printed payment forms including live checks).When checks have been printed, click on the checkbox to "Mark Checks As Printed" .If you don't print checks, leave the checkbox to "Mark Checks As Printed" clear, and click on Finish when you are ready to close the wizard.

7. To close the Payroll Wizard, click on the Finish button.

Reports also can be accessed later from Payroll Reporting or from the Report Navigator.

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Manual Checks

Payroll > Time Entry > Employee Payroll Entry

To create a Manual Check, navigate to the Employee Payroll Entry.

Preferences are required to used this screen. Set your User Group Code (such as your initials), define other settings as needed, and click on Save Preferences.

Manual-AP Check: Net Pay Calculation & Payroll Recording 1. Select an un-posted Payroll Calendar that is not in a Gross-to-Net status.

2. Select the employee for whom you are creating the manual check.

3. Select a Check code for manual check. Enter the Earnings Codes and Hours (seen with a clock) or Amount (seen with a $) that you need to pay. Use the green action pulldown for the row, and click on Save Time.

4. Use the green action pulldown for the row, and click on Create Manual Check. Click on the Manual Check button to open the manual check screen. A system prompt displays, "Are you sure you want to create a manual check for this employee?" Choose Yes to continue, and the manual check will process.

6. If you want a check to be printed with the next payroll, click on Save and confirm saving. This submits changes and prepares the check for processing.If you are writing an AP check in house and only recording the payment, then locate the Total Net Pay Amount. Click on the back arrow to return to the Employee Pay Entry screen.

5. Review Manual Check Calculations: earnings, pre-tax deductions, taxes, deductions, and net pays.

7. In the Other Deductions column, select the Advance deduction code, enter the net pay amount from Step 6, and click Save.

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8. Click on the Action menu again, and select Create Manual Check. Notice the Net Pay Amount is now $0. Click Save to lock the entry and return to the Employee Payroll Entry screen.

Now you can issue an AP check with the Net Pay Amount calculated. This entry will be ready to process on your next payroll.

Payroll Essentials


peopleguru payroll essentials · 2020. 1. 22. · payroll processing prior to beginning the payroll...

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